Scheduling Zoom Room meetings with Outlook

Zoom Rooms can be scheduled in Outlook. By booking the room, a Zoom Room controller link is added so that the meeting can be started. Additionally, it shows the room as occupied for other users, and they are unable to book it at that time.

When the scheduled meeting is about to begin, you can tap Start on the controller to begin it. If they are signed in to the same Zoom account, they do not need to sign in from another device as the host.

Prerequisites for scheduling meetings in Zoom Rooms with Outlook

• Zoom Rooms v3.6 or higher
• Exchange or Office 365 Calendar integration

How to schedule meetings with Windows or Mac Outlook plugin

You will need to download the Zoom Outlook Plugin the first time you schedule a meeting.

Meetings can be scheduled with the Outlook plugin for Windows or Mac:

1. Arrange a meeting. Learn how to schedule a meeting using Microsoft Outlook plugin (desktop).
2. By booking the resource directly in Outlook, the resource (conference rooms) will be added.
3. (Optional) Choose to display or hide your meeting topic. To display the meeting topic, ensure that the Private option (security lock icon) in the top right pane is not selected.

Making a meeting private

To make a meeting private:

1. To hide the meeting topic, select the Private option (security lock icon) in the top right pane.
2. In Zoom Rooms, the iPad controller will replace the meeting topic with the User’s Zoom Meeting.

Note: If you have previously scheduled meetings without making them Zoom meetings, they will appear without the Start button when you tap Home on the Zoom Rooms controller. You can add the URL, https://zoom.us/j/meetingID, to the body of the invitation, and it will then list the Start button. It does not yet support personal vanity URL.

How to schedule meetings with Zoom desktop client

To schedule a meeting with Zoom desktop client:

1. Schedule a meeting and enter your meeting settings.
2. Under Calendar, select Outlook.
3. Click Save.
   Outlook will open with the Zoom text in the meeting invitation.
4. Ensure that the meeting link (i.e. https://zoom.us/j/123123123) is included in the meeting invitation.
5. Add the room in the To: field by entering the room’s email address. You can use the Scheduling Assistant to search for the room or click Rooms.
   Note: If asked if you want to change the Location box to the selected room, select No.
6. Click Send to send the invitation out to recipients.
   This will book the room and save it to your calendar.

How to schedule meetings with Zoom web portal

To schedule a meeting with Zoom web portal:

1. Sign in to the Zoom web portal.
2. In the navigation panel, click Meetings.
3. Click the Schedule a Meeting button.
4. Enter your meeting information.
5. Click Save.
6. Under Time, next to Add to, click Outlook Calendar.
   This will download a .ics file, which you can open in Outlook. The .ics file will include the meeting details and automatically populate the invitation.
7. Add the room in the To: field by entering the room’s email address of the room. You can use the Scheduling Assistant to search for the room or click Rooms.
   Note: If asked if you want to change the Location field to the selected room, select No.
8. Click Send to send the invitation out to recipients.
   This will book the room and save it to your calendar.